Front Desk Administrative Assistant at Beacon Hill Staffing Group, LLC

New York, NY

About the Job

International design, architecture and engineering firm located in Downtown, Manhattan is seeking to hire a Long Term Temporary Front Desk Administrative Assistant to add to their team! This position has a high likelihood of becoming permanent for the right fit. Requiring 5 days/week on-site from 8:30am-5:30pm, this position will support the Office Manager with all day-to-day administrative responsibilities and will wear many hats! This is an amazing opportunity to join a highly-renowned firm and apply your vast administrative skillset to keep the office running smoothly. Pay rate $24-28/hour DOE.

Responsibilities:

Managing incoming telephone calls in a courteous, professional manner; responsible for assisting callers and taking detailed messages as needed, as well as screening sales and other calls according to the firm's policy.
Greet visitors to the firm, announce their arrival to appropriate employee(s), and follow appropriate sign-in procedures them.
Receive deliveries and ensure item(s) are delivered to staff.
Monitor outgoing shipments (courier, overnight, mail).
Monitor and order shipping/mailing supplies (UPS and USPS).
Process incoming/outgoing mail daily and distribute to appropriate employee.
Maintain and manage check out list of Personal Protection Equipment (hard hats, safety vest and safety glasses.)
Schedule Lunch and Learns for and ensure certificates are sent to staff for continuing education credits.
Prepare expense reports.
Enter guests into building security program.
Maintain and update staff and guest weekly sign-in sheets. Monitor and update conference room calendars, set up refreshments, order catering when needed for meetings. Break down and restore all conference rooms to normal configuration after meetings have ended.
Maintain kitchen cleanliness. Load and run dishwashers as needed.
Monitor inventory in storage closet and replenish kitchens and supply closets as needed. Email the office manager a list of supplies needed to reorder. Always keep lobby area clean.
Inform staff of notices (fire drill, maintenance, etc.) from building management company and office cleaning firm.
Send out requests for office maintenance issues.
Provide filing and clerical/administrative support.
Complete other duties as assigned by the Office Manager or other staff.

Qualifications

3+ years of experience in a support role is preferred.
Prior experience with an Architectural/Engineering/Construction (A/E/C) firm is a plus.
Associate's degree preferred.
Excellent communication skills include language proficiency, writing, and ability to answer multi-line phone system.
Professional presentation.
Working knowledge of Microsoft products, including Office (Word, Excel, Outlook), including mail merge.
Must be dependable, punctual, organized, and be able to work independently.
Team attitude, ability to multi-task and prioritize.

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)